Facilities Associate

Company Description

Williams Lea by RRD is a global business support services company with a strong legacy—over 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world—especially within legal, financial, and professional services industries.

We’re a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it’s supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we’re the behind-the-scenes team making everything run smoothly.

Job Description

The Facilities Specialist of Facilities & Physical Security will be responsible for all office, facility, and maintenance-related needs and issues, as well as managing the administrative front of the offices.

Monday to Friday, 9:00 to 5:30 EST

Job duties (* denotes an “essential function”)

• On-site, daily point of contact for all Williams Lea managers, guest and building owner representatives. It is imperative that there is a presence in the Columbus office 5 days a week.

• Check the conference room and meeting schedule throughout shift and make note of any changes to ensure meetings are set up accurately.

• Coordinate with all vendors on deliveries and services including shipped deliveries to the freight area of the building and catering within the buildings freight and delivery instructions.

• Coordination of conference rooms according to internal or external needs, including audio/visual equipment, food, beverages, utensils, ice, etc.

• Clean up conference rooms after use and return property to vendors if necessary.

• Clean up coffee makers Pantry in each kitchen in the evening. Throughout the day

• Daily stocking of the Kitchen area and throughout the day.

• Clear and Communicate with Manager on meeting request concerns or deadline issues.

• Maintain inventory of office and catering supplies and order supplies as needed.

• Place orders for food and beverages for use during meetings

• Coordinate and act as liaison with personnel, food merchants, selected contact and outside vendor(s) to ensure the pricing is competitive.

• Suggest appropriate vendor selection and management associated with department services and/or products.

• Maintain reporting for office supplies, facilities requests, yearly energy usage, track department budget spending etc.

• Adhere to Williams Lea policies in addition to client site policies.

• Must be able to lift up to 50 lbs. on a regular basis.

• Oversee the maintenance of equipment and supplies for the offices

• Ensure the buildings are maintained, which entails daily and weekly cleaning schedules as well as scheduling repairs, renovation projects, waste reduction improvements and safety inspections.

• Liaise with building owners for all facility related needs, including electrician, carpenter, plumber, HVAC, office cleaners, etc. depending on project or issue.

• Has overall responsibility for health and safety policies being implemented at a local level

• Oversee distribution of parking passes

• Oversee distribution of building access cards and monitors building security across office

• Is available after-hours for building security issues and employee overtime requests

• Oversee and manage reception desk, including optimizing processes for shipping and receiving, conference room coordination, and client-focused event management

• Manage the procurement of supplies for offices, including consumables, coffee, etc. Use multiple vendors to ensure best prices are received

• Ensure cleaning, upkeep and safety standards are maintained

• Assist with the BCP (Business Continuity planning) and implementation from a Facilities and logistics POV. Maintain and update the BCP periodically and be the lead for all testing and changes.

• Coordinate Corporate Social Responsibility events for Williams Lea as applicable to the facilities Security

• Work closely with IT functions to physically secure information, computer, network, and processing systems.

• Assist with investigations where applicable involving the security of corporate information and the interface with law enforcement when required.

• Ensure that facilities, premises, and equipment adhere to corporate security policies and procedures.

• Work with both management and technical employees to identify and fix major technical problems such as a security breach, business continuity, or building outage. Assists in the deployment and upgrade of security-related hardware and software.

• Manage and execute security-related functions such as monitoring systems, responding to alerts, setting up access controls and auditing systems.

• Manage the day-to-day operations related to physical and fire security.

Qualifications

• Associate’s degree in related field preferred, but work experience may substitute for education

• 3 - 5 or more years of direct onsite customer service, Office Management, or receptionist experience required

• Able to make independent decisions that conform to business needs and policy.

• Knowledge of security environments including building security and defense solutions

• Experience managing building maintenance activities preferred

• Experience coordinating cleaning and catering services

• Excellent communication skills; written and verbal

• Excellent interpersonal skills and customer service skills

• Highly organized with good attention to detail

• Experience in organizing security and general administrative services

• Proficient in the Microsoft Suite, - Word, Excel, PowerPoint, and SharePoint

• Knowledge of ProWatch Badging System

• Knowledge of Honeywell Camera Systems

Additional Information

The salary range for this role at the noted RRD location is $ Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

#WLOH

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.